Administrative Assistant, Firm Operations (52363)

Citrin Cooperman; San Diego (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Citrin Cooperman is seeking an Administrative Assistant to join the Firm Operations team in our San Diego, CA office. You will support office operations, manage front desk activities, coordinate meetings, and facilitate smooth daily workflow for Partners and staff.

The ideal candidate has 2+ years of administrative experience, proficiency with Microsoft Office and Excel, strong organizational skills, and the ability to multitask in a fast-paced professional services environment.

Qualifications

• 2+ years of administrative experience in a professional services environment preferred.
• Tech-savvy with proficiency in Microsoft Office and Excel.
• Team player with ability to multi-task and strong attention to detail.
• Solid organizational and verbal/written communication skills.
• Ability to work overtime when needed and in-office presence required.

Responsibilities

• Maintain front office operations with reception coverage and visitor experience.
• Manage mail handling, scanning, distribution, and outgoing mail logistics.
• Coordinate meetings for Partners and staff, manage hoteling spaces and events.
• Communicate office inventory needs to the Office Manager.
• Monitor pooled administration mailboxes and related tasks.
• Support client data updates in Dynamics and STAR Practice Management.
• Assist with new client onboarding procedures and ad-hoc projects.

Skills

Administrative experience

Microsoft Office proficiency

Excel functions

Tools

Microsoft Office Suite

Excel

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!

We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department at our location in San Diego, CA. They’re responsible for assisting in all aspects of office conditions, ensuring workflow, fostering the CC culture, and providing operational support for the Office Manager (OM) and Regional Office Director (OD).

Responsibilities Are, But Not Limited To

• Maintain front office operations by providing reception desk coverage, managing incoming telephone calls, directing inquiries, and ensuring a professional and welcoming experience for visitors.
• Maintain clean and welcoming general office conditions for guests and team members.
• Handle incoming mail by opening, scanning, and distributing it, as well as prepare outgoing mail with familiarity of various delivery methods including but not limited to US mail, international mail, UPS, FedEx, and certified mail.
• Assist the OM with arranging client or in-house meetings for Partners and staff, managing hoteling spaces, communicating event details, ordering meals, coordinating office events, and setting up/breaking down conference rooms.
• Communicate common office inventory usage and replenishment needs to the OM.
• Monitor and manage pooled administration mailboxes.
• Manage client data updates by assisting with and maintaining Dynamics and STAR Practice Management databases.
• Assist with new client onboarding procedures.
• Assist with ad-hoc projects (as needed).
  
  

Qualifications

The ideal candidate must:

• Have 2+ years of administrative experience (professional services environment preferred).
• Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formatting.
• Be a team player with the ability to multi-task and pay strong attention to detail.
• Possess strong organizational skills, including but not limited to verbal and written communication skills.
• Have the capacity to work overtime (as needed).
• In-office requirement based on specific office location.